Klaviyo setup for training providers

Training provider flows

Booking and course data

Flows such as pre-course reminders depend on bookings reaching Klaviyo with the course name and date. Check whether your booking system connects directly or needs an integration tool, and test with a real booking. Klaviyo's help lists date property among flow triggers, which suits reminders before a course start date stored on the profile.

Service messages and marketing

ICO guidance says messages sent purely for administrative or customer service purposes are not direct marketing, but adding marketing material turns them into marketing. Keep joining instructions, reminders and certificates free of promotions, so every booked learner can receive them. Put course suggestions in separate marketing emails for those who agreed.

A learner's emails

1. 01

   Enquiry

   Answer and invite booking.

   Output: Booking

2. 02

   Before

   Joining details, reminders.

   Output: Prepared learner

3. 03

   After

   Feedback, certificate.

   Output: Completed course

4. 04

   Next step

   Relevant follow-on course.

   Output: Repeat booking

5. 05

   Record

   Bookings by source.

   Output: Measured results

Example: a health and safety trainer

Training setup checks

Segments by course

Learners who completed an introductory course may want the next level; employers who booked staff may want group dates. Segments by course, level and booking type make later marketing relevant rather than generic.

Measuring results

Judge marketing emails on bookings recorded in your course system, and service emails on fewer no-shows and questions.

Enquiry follow-up

People enquiring about a course usually want dates, price, location or format and whether the course suits them. An enquiry flow can send that information straight away, then a short follow-up a few days later answering common questions and inviting booking. Anyone who books should leave the flow. Send ongoing course news only to those who agreed to marketing.

Employers booking staff

Employers booking several staff need different emails from individuals: group joining instructions, invoices, and later, dates for refresher courses. Keep employer contacts in their own segment and check how ICO rules for corporate subscribers apply to them.

Trusted sending

Joining instructions that land in spam cause no-shows. Set up a branded sending domain and check SPF, DKIM and DMARC against Gmail's sender guidelines before relying on email for course details.

Certificates and records

If certificates are sent by email, check they come from your own system with the right details, and keep them separate from any marketing.

Online courses

For online courses, joining emails should carry login details and how to get help. Test that links work from a phone, since many learners join that way.

Reducing no-shows

A reminder a week before and another the day before, with the time, place or joining link and what to bring, gives learners every chance to attend. Include how to cancel or rearrange, so places can be offered to others. Check reminders against real course dates after any timetable change.